2023-07-13 Product Council Meeting Notes

5 min

Announcements

All @

Group meeting on Monday, 7/17 to complete the Dev Advocate proposal. Any last minute comments by the end of the day.

• proposal goes back to CC on Jul 24, 2023 

Watch the video on updated TCR process.

• may generally be a good way to share information with the Community in the future

Anya in chat: Oakland University (Michigan) went live on full FOLIO on July 5th - I believe they are the first Alma library to complete their migration to FOLIO in the USA.

Agenda for WOLFcon 2023 is available: https://wolfcon2023.sched.com/

LC has officially joined the FOLIO Community.

15 min

SIG updates and Liaisons 

Clarification of responsibilities

@Alexis Manheim All

PC members should have done this before the meeting today. Any gaps?

• Subgroups of MM will be covered by @Charlotte Whitt and @Jennifer Eustis as MM liaisons 

• tbd We need a PC liaison for Privacy, the group is moderately active 

• We need a PC liaison for Open Access → @Owen Stephens will take over this role

• What is the responsibility of PC liaisons

  • being the contact between the SIG/Council and PC

  • if something comes up in a SIG, that needs discussion in PC, the liaison will raise it in a PC meeting

  • concerns from the PC will be communicated to the SIG

  • as an option: liaison could give a summary of PC meetings - some write reports once a month

  • facilitate awareness

Future topic we need to differentiate between the roles of SIG convener (who gives reports to the PC once a month) and the PC liaison

10 min

Release Planning Stakeholders meeting update

@Jennifer Eustis 

Two issues were approved for the Orchid Critical Service Patch 3:

• https://folio-org.atlassian.net/browse/MODINVOICE-477

• https://folio-org.atlassian.net/browse/MODEXPW-422

This issue has been pushed out and excluded from the Nolana CSP 2:

• https://folio-org.atlassian.net/browse/MODSOURCE-659

• Why is it pushed? → Harry: it is in testing and not ready - it needs more work and there is a workaround existing

• what is the relase process?

  • POs raise awareness for bugs that need fixing and give information on testing period, when fix will be ready etc. 

  • the fix will be approved as a critical service patch

  • then a date will be set for the patch to be released

• Owen in chat: The last update from Oleksii to product owners on this was:
  I just want to remind you that for post release delivery we are using Critical Service Patch process - Critical Service Patch Process Our upcoming Patches are for Nolana and Orchid: Orchid (R1 2023) Service Patch #3 and Nolana (R3 2022) Service Patch #2. No particular dates for each Service Patch - just release after each sprint.

• Harry: Ideally, no service patches are needed; but bugs cannot always be caught in testing

• sometimes security issues can only become apparent after a release

• Jennifer in chat: These can also be disruptive to libraries especially after upgrading

• the new release process needs reviewing as well

• question by Charlotte in chat: Who will be responsible for the review of the CSP process: RMS/CC/PC?

  • who will initiate it?

  • Harry: this is ongoing and done by developers - but needs time

  • Alexis: RMS should bring in whoever will be needed for evaluation

Critical Service Patch Dashboards:

• Nolana CSP 2: https://folio-org.atlassian.net/secure/Dashboard.jspa?selectPageId=12808

• Orchid CSP 1: https://folio-org.atlassian.net/secure/Dashboard.jspa?selectPageId=12803

• Orchid CSP 2: https://folio-org.atlassian.net/secure/Dashboard.jspa?selectPageId=12804

• Orchid CSP 3: https://folio-org.atlassian.net/secure/Dashboard.jspa?selectPageId=12807

There is a new and open Slack channel for Release Management Stakeholder

Question: when will the Critical service patches be released? → This information should be part of the CSP Dashboards

• the only place that can be found is on Slack

  • Owen in chat: I believe that the last announcement on CSP was for Orchid CSP 2  here: https://folio-project.slack.com/archives/CTYQZ7PF1/p1687798821279059

• It would be helpful to have a wiki page → Harry: we will do that

5-10 min

Managing AWS costs TC subgroup

@Tod Olson 

Technical Council has drafted some new procedures for managing our ongoing AWS costs, after a request from Community Council.  CC has a necessary role in the process and I just asked them to weigh in.  PC should be aware of the new oversight group we're proposing and comments there about PC.

• some more oversight on AWS is desired and needed

• AWS Cost Review Group - page is in progress by a subgroup

  • not a lot of changes are expected

  • waits for approval by CC - initial reactions were positive - deadline for feedback/approval Jul 24, 2023 

• Responsibilities:

  • Approve requests for new AWS resources, and for extending existing resources, as defined in the AWS Environment Lifecycle.

  • Periodically review the user permissions in AWS.

  • Report on the total AWS budget.

  • Review the Budgets, Budget Alerts and Cost Anomaly Detection annually.

  • Review the Rightsizing Recommendations after each flower release.

• the 3 members are representing Kitfox (Yogesh Kumar , FOLIO QA coordinator and Kitfox PO), CC (TBD) and TC (Peter Murray)

• Peter has been monitoring AWS costs / budgets for years now

• Alexis: PC is invited to participate, but participation is optional

• Charlotte: how is the expensiveness of the code calculated - via number of transactions?

  • That would help us think about how we can create the code to be less expensive

  • Peter: transactions should not have that much impact - no significant factor

  • good to have a group of people that is looking after aws costs now (more minds = more experience)

• any open wishes or questions by PC - are we fine with our role?

• feedback from PC: sounds all good

20 min

Planning for what PC needs to cover at WOLFcon

Spreadsheet with sessions and Council meeting topics

@Alexis Manheim All

Sched is up

• Councils will meet on Friday, after the WOLFcon

• there will be individual Council meetings and tri-council meetings

• Topics proposed in the PC call:

  • Roadmap and future prioritization

  • Plan for what PC will be focussing on over next 18 months

• the discusison will be continued in next weeks until WOLFcon

• ideas can be added any time to the document

5 min

Future topics

Support SIG, issues/bugs that need attention

Release Planning Stakeholder's review of Critical Service Patch process (after Poppy release)